Microsoft Excel 2016

Lesson 3
Using Office Backstage

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 1
Objectives

Skills Exam Objective Objective Number

Printing with Backstage Set a print area 1.5.1
Print all or part of a workbook 1.5.3
Set print scaling 1.5.4
Modify page setup 1.3.4

Changing the Excel Customize the Quick Access 1.4.3

Environment Toolbar

Accessing and Using Excel Create a workbook 1.1.1

Templates

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 2
Software Orientation (1 of 2)
• The Backstage view is a visual interface that enables you to
use and master Excel’s file management features.
• Backstage view’s left-side navigation pane (see the figure on
the next slide) gives you access to workbook and file-related
commands through a series of tabs.
• Each tab provides related options and settings to help you
manage your Excel workbook files.
• Click the green File tab in the upper-left corner of the Excel
window to access Backstage view or press Alt+F.
• To return to your workbook from Backstage view, click the
Return to document button in the upper-left corner or
press Esc.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 3
Software Orientation (2 of 2)

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 4
Printing with Backstage
• Backstage view contains Excel’s Print commands and options.
• You can use the Print settings to manipulate workbook
margins, orientation, paper size, and so on.
• Many of these commands are also available from the Page
Layout tab on the ribbon.
• You can use the Print options in Backstage view to print only a
selected portion, or print area, of an Excel workbook.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 5
Step by Step: Set the Print Area (1 of 3)
GET READY. OPEN 03 Contoso Potluck from the data files for
this lesson.
1. On the worksheet, click cell A3,
hold the mouse button, and then
drag to cell A13. Your selected cell
range should be highlighted
in gray (see right).
2. Click the File tab and then click
Print in the navigation pane.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 6
Step by Step: Set the Print Area (2 of 3)
3. Under Settings, click the first button, labeled Print Active
Sheets (the name on the button changes if you make a
different selection). A drop-down menu of options displays
for setting the print area.
4. From the menu that appears, click Print Selection. You have
now set the print area. Notice in the Print Preview pane on
the right that you can see only the list of items to bring and
not the text in rows 1 and 2 (see the figure on the next slide).
5. Click the Return to document button. You will not print at
this time.
PAUSE. SAVE the workbook in a new Excel Lesson 3 folder as 03
Contoso Potluck Solution and CLOSE Excel.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 7
Step by Step: Set the Print Area (3 of 3)

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Step by Step: Print Selected Worksheets
(1 of 3)
GET READY. LAUNCH Excel 2016, and then perform these steps:
1. OPEN 03 Contoso Potluck Depts. This is a modified version
of the potluck workbook used previously. There are three
different worksheets for three different departments.
2. Click each of the three worksheet tabs: HR, Operations, and
Finance. Notice that the title in C1 shows the department
name and there are a different number of items to bring to
each potluck depending on the size of the department. Click
the HR tab.
3. Press Ctrl+P to display the Print options in the Backstage
view. In the Print Preview pane, the first worksheet displays.
Excel prints only the active sheets by default.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 9
Step by Step: Print Selected Worksheets
(2 of 3)
4. Press Esc or click the Return to document button.
5. While the HR worksheet is active, hold down Ctrl and click on
the Finance tab. Now both the HR and Finance worksheets
are selected.
6. Click the File tab and then click Print. Now in the Print
Preview area, the bottom of the screen shows 1 of 2 with the
HR worksheet preview. Click the right arrow to go to the
second page and notice that the Finance worksheet previews
(see the figure on the next slide).
7. In the Settings section of the Print options, click the Print
Active Sheets drop-down arrow. In the drop-down menu
that appears, you can select several printing options for your
workbook or worksheet.
© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 10
Step by Step: Print Selected Worksheets
(3 of 3)

8. Click the Return to document button (do not print).

PAUSE. CLOSE the workbook without saving. LEAVE Excel open.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 11
Step by Step: Print an Entire Workbook
(1 of 2)
GET READY. With Excel open from the previous exercise,
perform the following steps.
1. Click the File tab and then click Open if it is not selected.
Because you just used the 03 Contoso Potluck Depts
workbook, it should be at the top of the list in the right pane.
2. Click 03 Contoso Potluck Depts to open it.
3. Click the File tab and then click Print. Notice that the
complete workbook does not display in the Print Preview
area. This is because you did not save the workbook after you
selected multiple sheets in the previous exercise.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 12
Step by Step: Print an Entire Workbook
(2 of 2)
4. In the Print window’s Settings options, click the Print Active
Sheets drop-down
arrow and then click
Print Entire Workbook
(see right). Now in the
Print Preview area, the
bottom of the screen
shows 1 of 3.
5. Click the Return to
document button to
return to the workbook
without printing.
 PAUSE. CLOSE Excel and do not save the workbook.
© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 13
Step by Step: Apply Print Options (1 of 5)
GET READY. LAUNCH Excel, OPEN 03 Contoso Potluck HR, and
make sure the HR-P1 worksheet is selected.
1. Click the File tab and
select Print. View the
options in the Print
Settings area (see right).
Notice that the worksheet
is small and it might be
nice to have lines for
people to write in on
a printed page.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 14
Step by Step: Apply Print Options (2 of 5)
2. In the Settings area of the Print window, click the Margins
drop-down arrow and then click Wide. The new margins will
allow the worksheet to be hole-punched and put in a binder.
3. Click the Scaling drop-down and see the choices below. The
scaling options ensure that all columns, rows, or the entire
worksheet fit on one page.
• No scaling: The document prints the same size as in the worksheet.
• Fit Sheet on One Page: Fit everything that is on the worksheet on
one page.
• Fit All Columns on One Page: If only a couple of columns extra.
• Fit All Rows on One Page: If only a couple of rows extra.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 15
Step by Step: Apply Print Options (3 of 5)
4. In this case, you want to make the text larger without
changing the font. Click Custom Scaling Options. The
Page Setup dialog box opens.
5. Make sure that the Page tab is selected and select
Landscape so the page prints horizontally.
6. In the Scaling area, type 175 for the % normal size.
7. Click the Sheet tab and in the Print section, select the
Gridlines check box.
8. Click OK to return to Backstage view. Notice that the bottom
of the screen still says, 1 of 1, meaning that only one page
will print. Notice that Print Preview shows larger text with
boxes around each cell.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 16
Step by Step: Apply Print Options (4 of 5)
9. Without printing the document, click the Return to
document button and then click the HR-P2 worksheet.
10. Press Ctrl+P to go to the Print tab of the Backstage view and
notice that the bottom of the screen indicates that the
document will print on two pages.
11. Change the Settings to print Landscape, the Scaling to Fit
Sheet on One Page, and add gridlines based on the previous
steps in this section. The Print Preview should look like the
figure on the next slide.
12. SAVE the workbook in your Excel Lesson 3 folder as
03 Contoso Potluck HR Print Ready Solution.
PAUSE. CLOSE the workbook and keep Excel open.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 17
Step by Step: Apply Print Options (5 of 5)

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 18
Changing the Excel Environment
• Backstage view offers a number of commands and options for
changing elements of the Excel work environment, such as the
ribbon and the Quick Access Toolbar.
• When you manipulate these elements, you modify Excel’s
default settings.
• Default settings are pre-set options that determine how Excel
will behave when performing an action.
• A default printer is the one your documents always print to
unless you change the setting.
• By default, there is one worksheet in a workbook and the font
is Calibri, 11 points—but you can change those settings too.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 19
Step by Step: Customize the Quick Access
Toolbar (1 of 3)
• You can’t change the size of the Quick Access Toolbar, but
you can customize it by adding and removing buttons.
GET READY. OPEN a blank workbook in Excel.
1. Click the File tab to access Backstage view.
2. In the navigation pane, click the Options tab. The Excel
Options dialog box opens.
3. In the left pane of the dialog box, click Quick Access Toolbar
to display the Quick Access Toolbar options. In the right
pane, the list on the left includes the commands that you can
add to the toolbar. The list on the right shows the commands
that are currently shown on the toolbar.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 20
Step by Step: Customize the Quick Access
Toolbar (2 of 3)
4. In the list on the
left, scroll down
and click Format
Painter (see right),
and then click the
Add button in the
center of the two
lists to add the
Format Painter to
the Quick Access
Toolbar.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 21
Step by Step: Customize the Quick Access
Toolbar (3 of 3)
5. Using the same process, move five more commands you use
often to the Quick Access Toolbar. When you are done, click
OK to apply your changes. Notice that your Quick Access
Toolbar now includes additional command buttons. Similarly,
you can remove any command that you added to the
toolbar. At any time, you can reset the toolbar to its default
settings.
6. Right-click anywhere in the Quick Access Toolbar and then
click Customize Quick Access Toolbar.
7. Near the lower-right corner of the Excel Options dialog box,
click the Reset button, and then click Reset only Quick
Access Toolbar. Click Yes to confirm and then click OK.
PAUSE. CLOSE Excel.
© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 22
Customizing the Ribbon
• You can add a new ribbon tab, add a group on any ribbon tab,
and add commands within a group.
• A group of commands on the default ribbon tabs are related
in functionality.
• The Excel Options dialog box also offers selections for
customizing the ribbon.
• You can add and remove commands, and you can change the
location of ribbon commands to make accessing those you
use most frequently more convenient.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 23
Step by Step: Customize the Ribbon (1 of
6)
GET READY. OPEN a blank workbook in Excel.
1. Click the File tab to open Backstage view.
2. Click the Options tab.
3. In the Excel Options dialog box, click Customize Ribbon. The
Customize the Ribbon options appear. By default, Popular
Commands is selected in the Choose commands from
drop-down box. The list of Popular Commands appears in the
list below the drop-down box. Also, by default, the Main Tabs
option appears in the Customize the Ribbon box on the right,
with the ribbon’s main tabs listed below.
4. In the list of Popular Commands, click Format Painter. Note
the Add button in the center of the dialog box is now active.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 24
Step by Step: Customize the Ribbon
(2 of 6)
5. In the Customize the Ribbon list on the right, click the +
preceding Home to expand the list of command groups
within the Home tab if it isn’t already expanded. You can use
this method to display the current groups available on a
ribbon tab.
6. Under the Customize the Ribbon options, click the New Tab
button (see the figure on the next slide) to insert a new blank
tab into the Customize the Ribbon list. When you click New
Tab, a New Group is automatically created inside the new tab.
7. Click the New Tab (Custom) list item on the right to select it,
and then click the Rename button. In the Rename dialog box
that opens, type My New Tab, and then click OK.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 25
Step by Step: Customize the Ribbon
(3 of 6)

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Step by Step: Customize the Ribbon
(4 of 6)
8. Under your new tab, click New Group (Custom) to select it.
Click the Rename button again. This time, the Rename dialog
box allows you to select a symbol (see below).
Select the hand symbol.
In the Display name box,
type My New Group, and
then click OK. You see the
New Group renamed.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 27
Step by Step: Customize the Ribbon
(5 of 6)
9. In the Customize the Ribbon
list on the right, click the My
New Group list item. In the
command list on the left, click
on a command, and then click
Add. The command appears
on your new ribbon tab. In the
Choose commands from list,
select All Commands and
then add another command
from this list. In the Choose
commands from list, select
File Tab and then add another
command. Your screen should
resemble the figure at right.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 28
Step by Step: Customize the Ribbon
(6 of 6)
10. Click OK to close the Excel Options dialog box. When you exit,
you see your tab named My New Tab on the ribbon.
11. Click the My New Tab tab. Your commands display in the
tab’s My New Group.
12. Right-click anywhere in the ribbon and then click Customize
the Ribbon. Near the lower-right corner of the Excel Options
dialog box, click the Reset button and then click Reset all
customizations. Click Yes to confirm and then click OK.
 PAUSE. CLOSE Excel.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 29
Accessing and Using Excel Templates
• Excel has several templates that are available when you start
Excel or when you click the File tab and select New, and many
more templates for which you can search.
• Templates are files that already include formatting and
formulas complete with designs, tools, and specific data types.
• Templates allow you to create professional workbooks in a
fraction of the time it would take you to develop them from
scratch.
• Examples of templates include budgets, loan models, invoices,
calendars, and so on.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 30
Step by Step: Select a Template from the
New Tab (1 of 4)
GET READY. OPEN a blank workbook in Excel.
1. Click the File tab and then click New. The New window
displays a series of featured templates.
2. Scroll down if necessary and then click the Project tracker
template.
3. Click the Create button. Notice that there are two worksheets
in this workbook: Project Tracker with the sample data you
can change and Setup that allows you to input a list of
categories and employees. When you are finished looking at
this template, click File and then click Close. If prompted, do
not save changes.

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Step by Step: Select a Template from the
New Tab (2 of 4)
4. Click the File tab and then click New.
5. Look for and click the Academic calendar (any year) template
and click the Create button.
6. Click the month name and select the current month name
from the drop-down list.
7. Scroll down the worksheet to see additional months
displayed in the template.
8. SAVE the workbook in your Excel Lesson 3 folder as
03 My Calendar Solution.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 32
Step by Step: Select a Template from the
New Tab (3 of 4)
9. Click the File tab and then click New. Notice that the
Academic calendar (any year) template appears as the fourth
item on your list of templates because it was recently used.
10. Click in the Search for online templates box at the top of
the window. Type Budget and then press Enter. Notice that
Excel displays a downloaded list of templates as well as a
Category list on the right so you can narrow the choices (see
the figure on the next slide).
PAUSE. CLOSE the workbook and then CLOSE Excel.

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 33
Step by Step: Select a Template from the
New Tab (4 of 4)

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 34
Skill Summary

Skills Exam Objective Objective Number

Printing with Backstage Set a print area 1.5.1
Print all or part of a workbook 1.5.3
Set print scaling 1.5.4
Modify page setup 1.3.4

Changing the Excel Customize the Quick Access 1.4.3

Environment Toolbar
Accessing and Using Excel Create a workbook 1.1.1
Templates

© 2018, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel 2016 35